|
|
|
|
|
|
|
|
|
COUNTY OF SAN MATEO
Inter-Departmental Correspondence
SHERIFF’S OFFICE
|
|
|
|
DATE:
|
September 28, 2009
|
BOARD MEETING DATE:
|
October 20, 2009
|
SPECIAL NOTICE/HEARING:
|
None
|
VOTE REQUIRED:
|
Majority
|
|
|
TO:
|
Honorable Board of Supervisors
|
FROM:
|
Greg Munks, Sheriff
|
SUBJECT:
|
Agreement with Stanfield Systems, Inc. for a Jail Management System
|
|
|
RECOMMENDATION:
|
Adopt a Resolution:
|
1.
|
Authorizing the President of the Board to execute an Agreement with Stanfield Systems, Inc. for jail management system software (J-CORR), related hardware, services, and three years of maintenance in an amount not to exceed $1,252,511 including an $89,000 contingency for unanticipated changes in products or services, for a five year term commencing October 1, 2009 through September 30, 2014; and
|
2.
|
Authorizing the Sheriff or Sheriff’s designee to approve subsequent amendments and minor modifications to the executed Agreement, provided they can be made without an increase in the total contract amount.
|
|
|
BACKGROUND:
|
The Sheriff's Office has a strong need to modernize the management tools necessary to run the Corrections facilities (Maguire Correctional Facility, the Women’s Correctional Facility, Sheriff's Work Program, and the new jail facility when built). Management of these facilities includes the booking and releasing of inmates, inmate classification and housing, commissary, and many other tasks currently handled with paper-based methods. A modern jail management system would provide for an almost paper-free management of the facilities and inmates and increase the efficiency of staff efforts to run these facilities.
|
|
|
DISCUSSION:
|
To accomplish this objective, working committees composed of jail, finance, and technical staff working with MTG Management Consultants in the needs assessment phase, have documented the necessary background information (current and future environments documents) culminating in the issuance of a Request for Proposals in October, 2008. Further committees reviewed the six vendor responses selecting three finalist vendors. In-depth analyses and site visits determined the finalist vendor.
The acquisition and implementation of a jail management system application will greatly enhance the day-to-day running of all Corrections facilities using a modern database application. The jail management system will eliminate the need for much of the paper now necessary to run the Corrections facilities and manage the inmate populations. The jail management system will consolidate information now scattered amongst many paper forms, small databases, and lists for easy retrieval, analysis, and reporting. The term of proposed Agreement is for five years commencing October 1, 2009, through September 30, 2014. The term includes almost one year for customization and implementation, one year of warranty, and three years of pre-paid maintenance.
County Counsel has reviewed and approved the Resolution and Agreement as to form. The Information Services Department has reviewed and approved the Agreement.
Approval of this agreement contributes to the Shared Vision 2025 outcome of a Healthy Community by providing a full-featured, modern application to manage all the San Mateo County Corrections facilities and inmates. In addition, this agreement contributes to the Shared Vision 2025 outcome of an Environmentally Conscious Community by greatly reducing the amount of paper needed to manage the Corrections facilities.
|
|
|
Performance Measure(s):
|
Measure
|
FY 2008-09
Actual
|
FY 2009-10
Projected
|
Number of Assaults
• Inmates vs. Inmate
• Inmate vs. Staff
|
44
20
|
80
19
|
Release in Error
|
1
|
0
|
|
|
FISCAL IMPACT:
|
The Agreement is for a total of $1,252,511, which includes software, services, hardware, data conversion, training, and three years of maintenance support ($93,400 per year). The Sheriff's Office received a federal appropriation of $911,918 for the Jail Management System project, administered through the Department of Justice's Office of Community Oriented Policing Technology. The balance of this project cost is funded through a County match. Both the federal grant and the County match are included in the Sheriff's Office FY 2009-10 Budget.
|
|
|